At Phillips County Hospital & Family Health Clinic (PCH), we are committed to protecting your personal health information while making it easy for you to access the medical records you need. Our Health Information Management services help patients obtain copies of their medical records, authorize the release of information, and understand their rights regarding the privacy and accuracy of their health information. Whether you need records for your personal use, an upcoming medical appointment, or to share with another healthcare provider, our staff is available to assist you.
Requesting Your Medical Records
Patients have the right to access and obtain copies of their medical records, with certain exceptions permitted by law. Medical records may include:
- Hospital and emergency department visits
Family Health Clinic visits
Laboratory and diagnostic imaging reports
Medication and allergy information
Treatment plans and provider notes
Hospital discharge summaries
Other medical information maintained by PCH
You may request your complete medical record or specific information related to a particular visit or date of service.
How to Request Your Records
To request a copy of your medical records:
Complete a Medical Records Request Form. Provide the information necessary to identify the records you are requesting.
Submit Your Request. Return the completed form to PCH using one of the approved submission methods listed below.
Verify Your Identity. We may request identification or documentation of your legal authority to access the records
Receive Your Records. Once your request has been reviewed and processed, your records will be provided using an available, appropriate delivery method.
Medical Records Request Form
How to Submit Your Request
Completed medical records requests may be submitted to:
Phillips County Hospital & Family Health Clinic
Health Information Management / Medical Records
PO Box 640, Malta, MT 59538
Phone: (406) 654-5008
Fax: (406) 654-5070
In-Person Requests: Medical Records Department, Monday-Friday 8:00 am – 5:00 pm
Accessing Your Health Information Online
Our patient portal provides a convenient way for patients to access available health information electronically. Depending on the features available, patients may be able to view portions of their medical record, review test results, or access information about previous visits.
Patient Portal Access
For assistance accessing your patient portal account, please contact Medical Records Department (406) 654-5008.
The information available through the patient portal may differ from the information contained in your complete medical record. Patients may request additional records through Health Information Management.
Requesting Records for Someone Else
Medical records are confidential and may only be released to individuals who are legally authorized to receive them. If you are requesting records on behalf of another person, additional documentation may be required. Examples include:
A parent or legal guardian requesting records for a minor child, subject to applicable privacy laws
A legally authorized healthcare representative
An individual with appropriate power of attorney
A personal representative of a deceased patient
Another individual authorized by the patient
PCH will review requests according to applicable federal and Montana privacy laws.
Medical Records Processing Times and Fees
We strive to process medical records requests as promptly as possible. Under federal HIPAA regulations, requests for access generally must be completed within 30 calendar days. In certain circumstances, an additional 30-day extension may be permitted when written notice is provided. Some requests may be completed sooner depending on the type and availability of the records requested.
Fees for Medical Records
Patients may be charged a reasonable, cost-based fee for certain copies of medical records, as permitted by applicable law. Any applicable fees will be communicated before the request is completed. You will not be denied access to your medical records solely because of an unpaid medical bill.
Sharing Records With Other Healthcare Providers
When you receive care from another healthcare provider or facility, sharing your medical information can help support safe and coordinated treatment. PCH may share relevant medical information with other healthcare providers for treatment purposes as permitted by law. Certain information may require additional authorization or consent. If another healthcare facility needs your records, please contact our Health Information Management staff for assistance.
Requesting Corrections to Your Medical Records
We understand the importance of maintaining accurate and complete health information. If you believe information in your medical record is incorrect or incomplete, you have the right to request an amendment. To request a correction, please contact our Health Information Management department for instructions.
PCH will review your request and respond in accordance with applicable privacy regulations. Not all amendment requests can be approved, but patients will receive an explanation when a request is denied and information about their applicable rights.
Protecting Your Privacy
Your privacy is important to us. Phillips County Hospital & Family Health Clinic is committed to protecting the confidentiality and security of patient health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable federal and state laws. Our Notice of Privacy Practices explains how your medical information may be used and disclosed, your rights regarding your health information, and how to raise privacy concerns.
Notice of Privacy Practices
If you have questions about your privacy rights or believe your health information has been handled improperly, please contact:
PCH Privacy Officer
Dennis Robinson
Phone: (406) 654-1100
Patients may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights. PCH will not retaliate against individuals for exercising their privacy rights or filing a complaint.
Questions or Need Assistance?
Our staff is here to help you understand the medical records request process and obtain the information you need. For questions about requesting records, authorizing the release of information, or accessing your health information, please contact:
Phillips County Hospital & Family Health Clinic
Health Information Management / Medical Records
Phone: (406) 654-5008
Office Hours: Monday- Friday, 8:00 am – 5:00 pm